As a Portal Publisher, you can securely share documents with clients and external contacts. Recipients receive an email notification and can access the document by logging in to the Portal website.
Before you can use this feature, you must be set up as a Publisher by your Portal Administrator.
Publishing a Document
- Find and select one or more documents in the Search tab.
- Click Portal Publishing in the ribbon.
- Enter the recipient's email address in the Portal Publishing window.
- Optionally add a title for the document and a message for the recipient.
- If you need the document signed, tick Request a signature for this document.
- Click Publish.
Published documents are shown with a cloud icon in your search results.
Signed documents are returned to your Intray once the recipient has signed them, and you will receive an email notification. The signed document will be pre-populated with the original indexing information to make re-filing easier.
Document Limits
There is no fixed limit on the number of individual documents you can select and publish to a recipient in one action, testing has confirmed batches in the hundreds of documents publish successfully.
Each individual document has a file size limit of 250MB. Additionally, the Portal will only reliably load documents of approximately 250 pages or fewer, longer documents may error on upload or become unreadable once published. If you need to send a document longer than this, consider splitting it into smaller documents first.
Multiple Recipients
You can publish to multiple recipients in one action. Choose To a collection of recipients if all recipients are related and will share the same document. Choose To separate recipients if recipients are unrelated and should not see each other's details. When a signature is requested, all recipients in a collection sign the same document, whereas separate recipients each sign their own copy.
Publishing on Behalf of Another User
If Publish Delegation has been enabled by your administrator, you will see a From option in the Portal Publishing window. Select the publisher you are acting on behalf of. Note that any signed documents will be returned to their Intray, not yours.
Retracting a Document
- Select the published document in the Search tab.
- Click Portal Publishing in the ribbon.
- Select the recipient you want to retract from.
- Click Retract.
Once retracted, the recipient can no longer access the document on the Portal.
Note: while a document is published it may be restricted from editing, reindexing or deletion.